Event Assistant

We are looking for an Event Assistant to support marketing operations and event-related coordination for a Long-term Contract position based in New York, New York. This role focuses on contract administration, vendor communication, payment tracking, and logistical support that helps marketing programs and conferences run smoothly. The ideal candidate brings strong organizational skills, attention to detail, and the ability to work effectively with internal partners and external vendors in a fast-paced IT software environment.

Responsibilities:
• Coordinate contract administration for marketing events by partnering with procurement and legal teams to move vendor agreements through required approval workflows.
• Communicate with external vendors to gather documentation, confirm terms, and keep event-related activities progressing according to schedule.
• Partner with Accounts Payable to monitor invoice status and help ensure payments are issued accurately and on time.
• Track departmental credit card activity, maintain organized purchase records, and prepare semi-monthly expense reporting with a high degree of accuracy.
• Assist with conference and event logistics, including follow-up on deliverables, timelines, and operational details needed for successful execution.
• Work with cross-functional stakeholders and leadership contacts to keep contracting, ordering, and payment milestones on track.
• Enter vendor invoice information and support financial documentation processes related to marketing events and programs.
• Maintain clear, up-to-date records for contracts, payments, and vendor interactions to support audit readiness and operational consistency.

Qualifications:

• 3+ years of experience in event coordination, marketing support, or administrative operations within a business environment that values attention to detail.
• Demonstrated ability to manage vendor relationships, contract-related tasks, and payment follow-up across multiple projects.
• Experience supporting event handling, conference planning, or attendee-facing logistics for marketing initiatives.
• Working knowledge of invoice entry, payment collection processes, expense tracking, and related financial recordkeeping.
• Strong attention to detail with the ability to maintain accurate documentation for credit card charges and reconciliations.
• Effective communication skills with confidence working across internal departments and with external vendor contacts.
• Ability to prioritize deadlines, manage several moving parts at once, and adapt in a fast-paced IT software setting.

Compensation

$23.75-$27.50 Hourly

About Us

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